Fresh Jobs at Aga Khan University Hospital

Job Purpose

The Quality Associate – ICT Department will assist in the design, implementation, and continuous improvement of quality, compliance, and risk management frameworks that align with institutional standards and regulatory requirements. This role champions a culture of accountability and excellence by assisting in internal and external audits (including IT-specific audits such as PWC), managing departmental risk registers, and ensuring timely closure of non-conformities through effective internal controls. The Quality Associate will also assist in providing staff capacity-building through the planning and delivery of both quality-specific and professional development trainings. In addition, the role will assist in the ICT project tracking system, follow up with project owners on deliverables, and ensure strategic alignment of project milestones. Through policy governance, audit coordination, stakeholder engagement, and data-driven reporting, the Quality Associate will assist ensure that the ICT Department operates efficiently, complies with applicable standards, and contributes meaningfully to institutional goals.

Key responsibilities

Quality Management & Compliance

• Assist in the development, implementation, and continuous improvement of quality management systems tailored to ICT operations
• Assist in internal audits and guide departmental teams in preparation for external audits, including specialized IT audits (e.g., PWC)
• Champion departmental compliance with institutional standards (ISO 9001, JCIA) and ICT-specific service frameworks
• Assist drive closure of non-conformances through strategic CAPA initiatives
• Ensure ICT services are delivered in accordance with documented quality standards and SLAs

Compliance Monitoring, Reporting & Strategic Input    

• Assist in the preparation of departmental quality and compliance reports for ICT
• Analyze trends from audits, risks, and compliance KPIs to provide strategic recommendations
• Present findings and insights in ICT performance reviews and planning sessions
• Assist align departmental quality and compliance goals with institutional priorities

Policy & Document Control

• Draft, review, and maintain departmental policies, SOPs, and guidelines
• Ensure that the centralized filing system for all quality and compliance records are in order.

Risk Management & Internal Controls

• Assist in the identification, evaluation, and mitigation of ICT-specific operational and strategic risks
• Maintain and regularly update the departmental risk register and internal controls framework
• Guide teams in implementing risk reduction measures and ensure consistent follow-through
• Advise ICT on emerging risks and recommended controls during strategic reviews
• Ensure risk and control awareness is embedded in daily departmental operations

Training & Capacity Building       

• Spearhead the planning and delivery of departmental training initiatives for both quality and professional development
• Assess capacity gaps and develop targeted training plans for ICT staff at all levels
• Assist in quality awareness campaigns and workshops to embed best practices
• Track training compliance and impact and report outcomes to your direct reports.

Logistics Coordination        

• Organize logistics for audits, meetings, trainings, and events
• Liaise with stakeholders to ensure timely execution of departmental initiatives

Administrative & Budgetary Support        

• Schedule and coordinate departmental meetings
• Maintain records, manage correspondence
• Track budget items related to quality and compliance activities

Project Oversight & Performance Monitoring     

• Assist in the administration and management of the departmental project tracking tool.
• Monitor project implementation progress and flag delays or risks.
• Engage with project owners to follow up on timelines, milestones, and action items
• Consolidate and report on departmental project status to your direct report(s)
• Promote accountability and visibility across ongoing initiatives

Qualifications, Experience and Skills required:

• Bachelor’s Degree in IT, Computer Science, Quality Management, or related field.
• Certified Information Systems Auditor (CISA)

Relevant Experience

• Minimum 3 years of experience in administrative or technical roles within ICT
• Experience with quality, risk, or compliance roles preferred
• Proven track record in coordinating audits, training, and documentation systems
• Knowledge of quality management systems
• Excellent organizational, communication, and report-writing skills
• Strong coordination and follow-up abilities
• Proficiency in Microsoft Office Suite and document management tools

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Position Summary

The Specialist, Marketing and Student Recruitment will perform a variety of marketing duties, including planning and implementing strategies that enable significant engagement and relationships with potential partners, key stakeholders, customers, public and private nursing leaders, and administrators. The incumbent will be responsible for planning and implementing activities to achieve SONAM recruitment objectives for programmes and professional development. They will be required to produce reports and insights from applicant and student conversion data, guide recruitment activities, provide the necessary information for strategic decision-making, and collaborate with the Alumni and Communications Department to ensure smooth engagement in SONAM-related activities.

Key Responsibilities

Client Relationship

• Grow the client base and establish SONAM as a premier industry knowledge partner.
• Network with business leaders and collaborate internally to meet customer needs.
• Research industry trends and competitor strategies to advise executive management on growth opportunities.
• Partner with the Alumni Office to strengthen institutional trust and graduate connections.

Marketing and Student Recruitment

• Lead the development and execution of nationwide and international student recruitment plans.
• Engage in high-impact recruitment events, open days, campus tours, and workshops across Kenya.
• Analyse marketing data, evaluate promotional campaigns, and report enrolment statistics to stakeholders.
• Participate in the student admissions lifecycle to deliver a premium applicant experience.
• Advocate for recruitment strategies on institutional committees to align with university goals.

Support SONAM communication activities

• Partner with regional communication personnel to promote institutional impact to external stakeholders.
• Support media relations, event logistics, and promotional content creation as required.
• Support communication personnel to drive communication strategies for department-specific events and projects.

Coordination of Continuing Professional Development (CPD)activities

• Manage the planning, delivery, and quality assurance of CPD programs.
• Expand enterprise networks to scale CPD offerings into new sectors and regions.
• Supervise course logistics, update Standard Operating Procedures (SOPs), and manage administrative data.
• Implement specialized campaigns to build CPD awareness across diverse healthcare settings.

Relevant Experience and Qualifications 

• Bachelor’s degree in marketing or a related field.
• 3 to 5 years of relevant work experience, with a proven track record in managing client relationships and engaging key stakeholders.
• A team player with the ability to work effectively with faculty, staff, and executives at SONAM.
• Proficiency in Microsoft Office Suite and the strategic use of social media and other digital platforms as marketing tools.
• Ability to work well under pressure and meet deadlines.
• Strong organizational, interpersonal, and communication skills, with keen attention to detail.
• High level of marketing creativity.
• Strong commercial awareness.

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Job Summary

• This position provides dedicated administrative and personal assistant support to the Women's Health Thematic Lead, and administrative support to the projects under her portfolio, starting with the GBS-SITE landscaping study. The role combines project administration, including scheduling and correspondence with collaborators and funders, consultant and payment documentation, and travel logistics, with direct personal assistant duties such as diary management, correspondence handling, and communications support. The appointee will also act as the point person for interactions with AKU Supplies and Procurement, Finance, and other administrative teams within COEWCH on behalf of the Thematic Lead's projects and will represent the Thematic Lead and the Centre professionally in dealings with collaborators, funders, and county stakeholders.
• The position reports to the Centre Manager for administrative supervision and to the Women's Health Thematic Lead for day-to-day direction of work.
• He / She will be the face of the study to the larger health facility and will be required to communicate to health facility team and other stakeholders as appropriate and at all times to display a professional attitude.
• The position is based in Kilifi, Kenya, with travel to Mariakani, Malindi, Rabai and other project sites as required (please confirm base location).

Responsibilities

Project and Grant Administrative Support

• Coordinate scheduling and communication with project collaborators, researchers, and funders on the GBS-SITE study and other projects under the Thematic Lead's portfolio.
• Draft correspondence, including items of a confidential nature, with international collaborators and funder contacts for review, and send approved communications.
• Act as a communication link between the Thematic Lead's projects and other facilities, departments, and administrative teams within COEWCH, to exchange information and coordinate support on key activities.
• Maintain project meeting calendars, arrange meetings and calls across time zones, and circulate materials in advance.
• Take minutes at project meetings and circulate action points.
• Support consultant engagement: draft consultant contracts and agreements for review, track deliverables, and follow up on invoices.
• Process consultant and vendor payment requests: prepare payment documentation, route for approvals, and follow up with finance until payment is confirmed.
• Manage allowance documentation for county team members and other partners engaged in project activities.
• Maintain organized project files, electronic and paper, for grant correspondence, contracts, and financial documentation.

Personal Assistant Support to the Women's Health Thematic Lead

• Manage the Thematic Lead's calendar: schedule and prioritize meetings, resolve clashes, and send reminders.
• Screen, sort and prioritize incoming correspondence (email, mail, calls), flagging urgent items and drafting routine responses for approval.
• Prepare briefing notes and materials ahead of meetings.
• Prepare minutes and follow up on agreed action points afterward.
• Maintain contact lists and follow up on behalf of the Thematic Lead with collaborators, funders, and internal AKU departments.
• Support the Thematic Lead's professional social media presence (for example LinkedIn), drafting and scheduling content for review and approval.
• Undertake other personal assistant duties as reasonably required to support the Thematic Lead's work.

Travel Coordination

• Arrange local and international travel for the Thematic Lead and project team members: flights, accommodation, visas, and ground transport.
• Prepare travel itineraries and ensure all travel documentation (invitation letters, visa support letters, insurance) is in place ahead of departure.
• Reconcile travel expenses and prepare travel claims and support documentation for finance.
• Maintain travel logs and monthly transport requirement summaries and track travel budgets against project allocations.

Meetings, Workshops and Events

• Organize logistics for meetings, workshops, and training sessions: venue, catering, participant invitations, and materials.
• Support the Thematic Lead and project managers during meetings and events, including note taking and follow up.
• Receive and direct visitors and guests appropriately.

Data Management and General Office Administration

• Develop and maintain an up to date, well-organized filing system for project and administrative records.
• Update contact directories (phone, email, postal, and physical addresses) for collaborators and funders.
• Monitor and advise on office and project supply needs.
• Support other COEWCH administrative tasks as directed by the Centre Manager.
• Handle office petty cash and expenses
• Facilitate project procurement needs by raising required requisition documents including non-stock purchasing requisition (NSPR), and ensuring that the necessary approvals are timely obtained and submitted
• Follow up with all departments approving requisitions made and ensure timely delivery of expected deliveries
• Handle all project dispatch as and when need arises and follow up for confirmation of delivery
• Maintains office petty cash and facilitates any necessary requisitions and documentation according to AKU petty cash policy
• Prepares orders for office supplies in the system as needed, billings for payment of purchases by providing required information to MMD.
• Management of allowance documents for the county team and other partners, processes expense claims in a timely fashion and maintain related records

 Requirements

• Minimum: Diploma in Business Administration, Office Administration, Secretarial Studies, Communication, or a related field. OR
• At least 2 years of relevant experience in an administrative, secretarial, or personal assistant role.
• Proficient in computer applications, particularly MS Office (Word, Excel, PowerPoint, Outlook), email and calendar tools, and comfortable learning new digital tools such as video conferencing platforms and cloud document storage.
• Excellent communication skills in English and Kiswahili, spoken and written.
• Background or work experience in a health-related setting (for example a hospital, clinic, or health research institution) is an added advantage, to support quick understanding of the research environment.
• Additional relevant training is an advantage but not required, for example a certificate or diploma in secretarial studies or office administration, a personal or executive assistant course, minute taking training, or a communications course.

Personal Characteristics & Behaviours

• High level of confidentiality and discretion, given regular exposure to sensitive research, financial, and personal information.
• Strong organizational and time management skills, with the ability to manage competing priorities and meet deadlines.
• Demonstrated initiative and the ability to produce high-quality work with minimum supervision.
• Excellent interpersonal skills, with the ability to work well with a wide range of people, including international collaborators and funders.
• Attention to detail, particularly for scheduling, documentation, and financial paperwork.
• Flexibility and willingness to work outside standard hours when required, for example around travel or deadlines.
• Professional manners and presentation, representing the Thematic Lead and the Centre well in all interactions.
• Adaptability, comfortable working across shifting priorities in a research environment.
• Ability to work flexible/long hours when required
• Well groomed, courteous and respectful